Office of the Controller | Indiana State University

Authorization
Transportation/Lodging
Prepaid Expenses
Misc. Expenses
Reimbursements
Direct Billing

Travel Checklists

All University travel must be approved in advance from their appropriate authorizing official- Department Chair, Administrator, Dean, Vice President, or President. A Travel Authorization form must be filled out for any travel to or from the University. All travel must be pre-approved on this form whether or not reimbursement will be requested. In most cases, prior authorization is required at least 3 weeks in advance of travel. This includes individuals visiting ISU (candidates, honoraria, consultants, etc.). Each individual traveler must complete the Travel Authorization Form.

Pre-Travel:

Traveler: Complete the Travel Authorization Form with travel details and estimates. Sign documents certifying travel is directly related to University business. All travel reimbursements are done through direct deposit. Please refer to the Direct Deposit page for more information.
Department: Make sure funds are available within your travel budget to cover estimates. Retain copy of completed Travel Authorization form. Forward the form to authorizing official for approval.
Authorizing Official(s): Sign the Travel Authorization form asserting that you are aware of the employee travel and that the associated costs appear reasonable. The highest level of authorization forwards to the Travel Account Specialist in the Office of the Controller after all signatures have been acquired. The Vice President’s signature is needed on all travel that equals $2,000 or more and on dean or department head travel. No one can sign to authorize their own travel except for the President of the University. Vice President travel requires the President’s signature.
Controller’s Office: Travel Account Specialist processes the Travel Authorization, checking for appropriate estimates and authorizing signatures. Make sure adequate funds are available to cover the estimated expenditures and that travel is appropriate expenditure of University funds. Assigns proper account codes to travel estimates and indicates that the travel has been authorized and can be encumbered. After review by the Travel Account Specialist, the Travel Authorization is entered into the Banner system and funds are encumbered. If a Travel Authorizations is filled out incorrectly, incomplete, or does not have appropriate authorization, it is returned to the Department.
Department/Traveler: Checks Banner to get Travel Authorization number and proceeds with making travel arrangements once funds are encumbered. The Travel Authorization number must be included on all travel documents processed that are associated with the original Travel Authorization form (Check Requests, Travel Reimbursement Requests, etc.). All travel documents will be returned to originating departments that do not have the TA number referenced. If using a preferred travel provider when booking airfare,car rental or lodging, give the TA number to the provider. The preferred travel providers cannot make a booking without a TA number.

During Travel:

Traveler: Get and keep original receipts for EVERYTHING including hotel/motel, taxi, parking, registration, etc. A credit card receipt is not an acceptable receipt or invoice if it is not itemized. Save all travel-related items including brochures, badges, itineraries, etc., until reimbursement has been processed and the reimbursement is received. ISU will only reimburse the standard room rate.

Within 30 Days After Trip:

Traveler/Department: Complete a Travel Reimbursement Request Form if requesting reimbursement with attached original receipts.
Authorizing Official(s): Sign the Travel Reimbursement Request form indicating approval of actual costs and forward to next level of authorization. Approved form is forwarded to the Travel Account Specialist in the Office of the Controller once all signatures are acquired. Vice President or designee signature required on all dean/department head travel and travel that equals $2,000 or more. No one can sign to authorize their own travel except for the President of the University. Vice President travel requires president signature.
Controller’s Office: Process Travel Reimbursement Request, auditing actual cost and authorizing signatures. Assign proper account codes to travel expenditures based on the original Travel Authorization encumbrance. Return all Travel Reimbursement Requests to departments that are completed incorrectly, lack authorization, or do not have original receipts attached. Inputs Travel Reimbursement Request into Banner system to produce payment.

Travel Authorization Form

Travel Authorization Form (TA)

The Travel Authorization Form (TA) is a document that includes your business need, itinerary, and estimated travel expenses and it must be completed and approved prior to the start of all business travel. When approved, it places you in official “Travel Status” covered by University travel policies and eligible for potential reimbursement. If a TA is not processed prior to travel, the reimbursement must be paid through payroll and applicable taxes withheld. (Note: The TA form is an excel form, and information about completing each item on form can be found by holding your mouse pointer over the small red arrow in each field.)

Travel Authorizations are not required for official business travel that will not result in a reimbursement. Divisions, and/or departments should implement their own approval requirements that should include, at a minimum, verbal pre-approval by the traveler’s supervisor.

If you have questions about completing the Travel Authorization Form, please contact the Traveling Account Specialists at x3541.

Blanket Travel Authorization

Blanket Travel Authorizations (TA) should be used for employees whose primary job duties require travel on a routine and repeating basis and generally for similar activities, so that a department does not have to create a TA each time the individual travels. Multiple reimbursements can be filed against a blanket TA, making this option perfect for travelers who will have reoccurring travel related to their job. For example, if a requirement of you job is to travel to location around the state on a regular basis, then a blanket TA might be right for you.

Special Situations

Additional estimate of expense needs to be added to Travel Authorization prior to trip - If traveler knows ahead of time of an expense s/he will have prior to trip but after a Travel Authorization has been submitted, approved, and encumbered, and

the dollar amount of the expense is over $100- Prepare a Travel Addendum asking that the additional estimate be added to the encumbrance of the original TA. The original TA number should be referenced and all authorizing officials’ signatures obtained before forwarding to the Travel Account Specialists for additional encumbrance.
The dollar amount is less than $100- email the Travel Account Specialist at Teresa.Sale@indstate.edu with the information regarding the additional expense.

Maximum Allowable for reimbursement - If the individual traveler has been issued a maximum dollar amount from their department head for a trip, then the Travel Authorization Form should not exceed that dollar amount. For example if the traveler is granted a $500 maximum toward a trip then the maximum dollar amount should be noted on the form and the Estimated Cost or Maximum Allowable Column should equal $500. The maximum allowable dollar amounts should be allocated in the following order: Registration Fees, Airfare or other mode of transportation, lodging, and then subsistence. If traveler requests reimbursement that exceeds the maximum dollar amount on the original TA, an addendum must accompany the Travel Reimbursement Form, signed by their vice president, authorizing payment to exceed the original maximum allowable.

Travel Expenditures that are not approved on the Travel Authorization prior to trip may not be reimbursed and are the responsibility of the traveler. If requesting reimbursement for an item that was not pre-authorized the traveler must ask for reimbursement via an addendum that references the original TA number and all authorizing signatures, and original receipts are required before reimbursement can be processed. This addendum should be attached to the travel reimbursement form.

Travel Without Authorization

The only instance that a TA is not required is when it is for business travel that will not result in a reimbursement, however departments should implement their own approval requirements that should include either a written or verbal pre-approval by the traveler’s supervisor.

If you choose to travel on ISU business without a TA, this is a concern for the University not only with regard to policy and procedure, but also for the sake of insurance and liability purposes. In accordance with IRS regulations, the University has an accountable plan that allows us to reimburse employees for authorized business expenses with no effect on taxable compensation. The accountable plan rules apply to all reimbursements to employees for authorized business expenses, both travel and non-travel related. If a Travel Authorization is not processed prior to travel, the reimbursement to the employee will be included in the employee’s wages, subject to tax withholding, and reported to the IRS.

Please note: If you choose to travel without a Travel Authorization, your request for reimbursement will go through Payroll on a One Time Only form. The following paperwork will need to be processed:

One Time Only Form - Complete the form with your information regarding the trip. Use account code 66070. One time pay authorization guidelines and document flow can be found on the second page.
Memo stating your reason for not following ISU Travel policy and procedure. This should be signed by you, your Department Head and Dean (if applicable).
Travel Reimbursement Request (see Reimbursements section)- This is for auditing your travel costs only. Signatures are not necessary on this form.
Attach all original receipts for travel costs to be reimbursed to the Travel Reimbursement Request form.

Once you have filled out all paperwork, attach everything to the One Time Only form and send according to the instructions provided.

Field Trips

A Travel Authorization form must be filled out and funds encumbered for travel, including travel for field trips. Undergraduate students do not need to process a Travel Authorization. A list of the names of the undergraduate students will need to be attached to the Travel Authorization of the ISU employee that is accompanying the students. All graduate students that are traveling will have to have their own Travel Authorization.

Review the information found on the Office of Risk Management site regarding field trip procedures and liability coverage before field trip arrangements are made.

International Travel

Foreign travel is defined as travel to, between, or within countries 'outside' the United States and its territories and possessions, including Canada and Mexico. All foreign travel will be reimbursed using Federal Foreign Travel Reimbursement Rates (OCONUS). For travel outside the U.S. travelers should check the entry requirements for the specific country to which they are traveling. This information is available on the U.S. Department of State web site. In addition, the Vice President of your area or Provost must review and approve faculty/staff/student travel to countries/areas for which the U.S. State Department has issued a Travel Warning or Alert (see U.S. Department of State Travel Alerts). Approvals will also be needed if the U.S. State Department issues a Travel Alert or Warning after the initial authorization was granted, but prior to the date of the actual trip. it is the responsibility of the traveler to get approval prior to departure.

Additionally, the STEP (Smart Traveler Enrollment Program) is a free service provided by the U.S. Department of State which allows the traveler to enroll their trip with the nearest U.S. Embassy or Consulate. Benefits of this enrollment include receiving important information from the Embassy about safety conditions in your destination country, help the U.S. Embassy contact you in an emergency and help family and friends get in touch with you in an emergency. Indiana State University encourages all international travelers to enroll in this program.

Federally Funded Air Travel

When federal funds are used for international air tickets, travelers must comply with the Fly America Act. This act mandates that any foreign travel paid from federal funds, including foreign travelers coming to the U.S., must be accomplished through U.S. Flag Air Carriers. Please refer to the Fly America Act for more information.

Cash Advances for Foreign Travel

Travel Cash Advances are allowed for foreign travel. Money the University gives you in advance or after your trip will be paid in U.S. currency. You are responsible for exchanging those dollars for the currency of the foreign country you visit. Keep track of the exchange rates you receive as you travel (e.g., from Thomas Cook, a bank, hotel receipts, your notes on meal receipts, or even your AMEX bill). Complete your Travel Reimbursement Request (see Reimbursements section) when you return and document the source for the exchange rates. The Oanda 164 Currency Converter is a terrific resource, which converts currencies from today back to 1/1/90. Another source of rates is the "World Value of the Dollar" in each Monday edition of the Wall Street Journal.

To assist those travelling internationally, the Foreign Expense Worksheet is available. It can be used to record the expenses for each day of travel as well as track the dollar conversion for each expense.

Travel Account Codes

BUDGET POOL

Only budget for travel is to be recorded within this account code.

70500 - Travel Budget Pool

REGISTRATION

70580 - Registration

PROFESSIONAL DEVELOPMENT TRAVEL

Professional development travel is designed to expose faculty and staff to developments in their fields and other areas of knowledge that may be utilized to improve our operations. This type of travel focuses primarily on attending conferences and other training opportunities. The following account codes are to be used when coding professional development travel:

70550 - Lodging, Per Diem

70600 - Airfare

70625 - Car Rental

70650 - Other Transportation (mileage, taxi, parking, bus, train, tolls, etc.)

OPERATIONAL TRAVEL

Operational travel is defined as travel that your job requires in order to operate the University on a daily basis. Examples of this type of travel include the delivery of educational programs to off-campus locations and attendance at government meetings related to the operation of the University. The following account codes are to be used when coding operational travel expenditures:

70675 - Operational – Lodging, Per Diem

70685 - Operational – Transportation

70685 - Other Travel (parking, shuttles, baggage, misc.)

STUDENT RECRUITING

Student recruiting travel is targeted travel that is designed to promote student recruitment. The following account codes are to be used when coding strategic travel expenditures:

70670 - Student Recruitment

FIELD TRIP

70850 - Field Trip Travel (Student traveling with faculty or alone, including field work)

MISCELLANEOUS TRAVEL

70160 - Honorarium (speakers, consultants, etc.)

70560 – Athletic Recruitings

70615 - International Airfare

70630 - Enterprise Rent-A-Car Fuel

70750 - Team Travel (for athletic competition only)

70775 - Candidate Travel (for entertainment and travel expenses of candidates for employment)

70800 - Board Travel (to pay travel expenses of board members only)

Travel Newsletter Archive

The most economical means of transportation and lodging should be used when traveling on University business. Click on the headings below to learn more about topics related to transportation and lodging. Please note that travel allowances are not granted within the confines of Vigo County.

Travel Packages

As a way to save money, some travelers may consider booking a package with airfare, hotel and/or car rental on a discount website such as Expedia, Orbitz or Priceline. The IRS requires that the expense of each travel component (airfare, hotel, car, etc.) be listed out separately on an itemized statement from the vendor. When purchasing travel packages, it is important to make sure an itemized statement is obtained because, without proper substantiation, expense reimbursements will be treated as taxable income and will be reimbursed through Payroll.

Airline Travel

All airline travel using University funds may now be purchased through the University's preferred travel agency or online provider (See Direct Billing tab above). Tickets will be direct billed to the University. The preferred travel agency has a professional staff that is familiar with the University's guidelines and travel procedures. They are trained to find the lowest fare possible that meets the traveler's needs.

Travel can be booked through other methods and paid for via a personal credit card.

First class travel is not allowed.

Airfare upgrades and additional fees: Airlines may offer you a number of options to make your flight more comfortable. These upgrades may include but are not limited to:

Premium seating—more leg room, closer to the front of the plane, etc.
Early check-in
Seat changes

This type of cost can only be interpreted as an upgrade and beyond what is considered the standard airfare and baggage costs that the university would consider reimbursable. If you elect to purchase one of these options, it will be at your own expense and would not be reimbursed.

Airport Parking

Airport parking will be reimbursed up to the equivalency of the long term economy parking rate at associated airport. See the following websites for airport parking options:

Indianapolis Airport

World Airport Guides

FastPark ISU Enrollment - IND Airport

Privately-Owned Vehicles

Travel in private vehicles is reimbursed as mileage. The amount paid for mileage is intended to compensate the traveler for wear and tear and gas. The official station (starting point) will be the location of the traveler's permanent office or home, whichever is less. Whenever an employee travels other than by the shortest route, an explanation must be indicated on the reimbursement.

Roundtrip mileage to common destinations has been computed using the shortest route usually traveled (see Round-Trip Mileage Information Guide). Only one round trip mileage to and from the Indianapolis airport is allowed for reimbursement with the exception of picking up a candidate or an honoraria person. If a city is not listed, go to Mapquest.com to calculate your mileage. A 10% variance beyond these figures will be allowed. University employees are expected, when possible, to share a vehicle when traveling to common events.

Use of a private vehicle on University business will be reimbursed based on the current Federal mileage rate (these rates will be updated each time the Federal rates change):

Full Federal rate for the first 500 miles (currently 54.5 cents)
One half of Federal rate per mile for the next 2,500 miles (currently 27.25 cents)
0 cents per mile for all miles over 3,000

Full Federal rate for the first 500 miles (currently 58 cents)
One half of Federal rate per mile for the next 2,500 miles (currently 29 cents)
0 cents per mile for all miles over 3,000

ISU does not reimburse mileage for use of a personal vehicle within Vigo County.

Rental Vehicles

The cost of renting an automobile while on University business may be reimbursed when suitable local transportation is not available, or when such rental is considered more advantageous to the University than the use of taxies or other local transportation due to routing or time factors. When reserving your car, you should request the least expensive practical vehicle. Do not purchase additional insurance when renting a car (see ISU car insurance policy).

Eligibility Requirements

To rent a vehicle for University business, all drivers must be 25 years old and take the Defensive Driving Course. To rent a 12 passenger van, the driver must take a driving test with a driver’s education instructor. Contact Sherry O'Neal in Risk Management at ext. 7946, or go to the Office of Risk Management website.

Direct Billing Rental

The University has direct billing contract with Enterprise. [NOTE: You must use your University Username and password to access the Enterprise site.] You must have a valid Travel Authorization number to direct bill a rental vehicle. When renting a car through Enterprise (Wabash Ave. branch), you will be required to refuel the vehicle at the same level as it was received before returning it to Enterprise. Maintain your refueling receipts, which will be submitted with your Travel Reimbursement. Please keep in mind that refueling rates charged by the rental agency are extremely expensive.

If you have questions regarding Enterprise/National direct billing, please contact Teresa Sale (x3541) or Catherine Procarione (x3525).

Other Rental Arrangement

When renting a car that will not be direct billed through Enterprise, remember to refuel your rental car prior to its return and save the gas receipts for reimbursement. Refueling rates charged by the rental agency are extremely expensive. Your receipts will be submitted with the Travel Reimbursement Request.

Drive Vs. Fly Rule

The mileage reimbursement cannot exceed the cost of comparable 30-day advance purchase airfare rates. Persons who choose to drive rather than fly long distances are allowed to claim subsistence and lodging one day prior and one day after official ISU Business for travel expenses.

Other Means of Travel

Other means of travel are available in lieu of commercial airlines and cars. Unless noted otherwise, the Travel Authorization Form and Travel Reimbursement Request form process is the same. Save all receipts related to these modes of transportation.

Train tickets are reimbursed up to the lowest airfare cost available for your destination. Show estimated cost on the miscellaneous line on the Travel Authorization form.
Bus tickets are reimbursed at the actual cost of the ticket. Show estimated cost on the miscellaneous line on the Travel Authorization form.
Motorcycle mileage is reimbursed using the same rates as privately-owned vehicles. See Round-Trip Mileage Information Guide
Trailers, motor homes, or camper mileage is reimbursed using the same rates as privately-owned vehicles, plus the actual cost of space rental. Show estimated cost on the miscellaneous line of Travel Authorization Form. Trailer rentals or leases are not reimbursable.
Employee piloted aircraft (either rented or privately-owned) is not authorized or reimbursable travel.
Charter aircraft is contracted through the preferred travel provider and should be listed as miscellaneous on the Travel Authorization form.

Lodging

Hotel reservations should be made using the ISU Hotel Reservation Program, which is offered in partnership with Hotels.com and related charges will be direct billed to ISU. You will need a Travel Authorization number before you can make your reservation.

Important – Lodging paid using a personal credit card will be reimbursed after the trip has been taken by completing a Travel Reimbursement Request. Remember to print a copy of the confirmation email you will receive from Hotels.com to attach to your reimbursement request. Some hotels will not give you a detailed receipt if you book reservations online, so it is imperative that you print your reservation information at the time you book your lodging. A copy of the confirmation email and/or a copy of the original hotel invoice/receipt are needed for proof to pay subsistence. Reproductions of the original bill or a credit card charge receipt is not considered an acceptable receipt. A faxed copy of the receipt from the hotel is acceptable.

Please note: The Hotels.com program does not offer conference rates. We advise you to check the rate offered through ISU’s program since it may often be equal to or less than the conference rate.

ISU employees can also use the ISU Hotels.com site for personal hotel reservations, but a personal credit card must be used.

Reimbursable vs. Non-Reimbursable Lodging

Reimbursable Lodging

The following are allowable reimbursements for lodging expenses:

Standard Occupancy room rate
Applicable taxes
3 minute phone call home to say you have arrived safely
Hotel parking
Business faxes
Business photo copy charges

Non-Reimbursable Lodging

The following examples are non-reimbursable lodging expenses:

Movies
Room service
Mini bars (alcohol)
Gratuity
Porters

Sharing a Room

When sharing a room with an ISU employee or student, the total room charge may be claimed by only one traveler as long as it is noted on each of the Travel Reimbursement Request forms involved.

If each person is claiming their prorated share of the total room charge, the travelers will need to request a hotel bill to be issued in both of their names showing payment by each person.

The Travel Reimbursement Request forms must reflect that the room was shared and with whom it was shared.

Click on the headings below for information regarding the prepayment of registration fees and cash advances related to travel.

Registration Fees

Registration fees can be paid in the following ways:

Procurement Card: The preferred method of payment for registration fees is the Purchasing Card Site (Procard). If the registration fee is greater than your credit limit, you will need to pay via check request or personal credit card. All University travel must be approved prior to payment of registration fees with the Procard. Please make sure you have a Travel Authorization in place prior to your trip.

Policies and procedures regarding the Procard may be found by visiting the Purchasing Card site. For additional questions regarding this process, contact Donna Scarbrough at Ext. 3519 or Donna.Scarbrough@indstate.edu

Check Request: The University will prepay registration fees for a conference if a Procard is not used via a Check Request. Forward the check request plus two copies of the registration form to the Travel Department in the Office of the Controller for payment(one copy to mail & one copy as backup). Please allow five (5) days for processing. If a non-reimbursable expense has been incurred via the registration fee (spouse ticket, entertainment, etc.) this must be paid back to the University with a personal check.

Personal Check/Credit Card: The traveler can prepay for registration with a personal credit card or check but will not be able to claim reimbursement for it until after the travel has been completed.

Travelers should register early to reserve the sessions, workshops, and lodging of their choice. You may register for any meals pertinent to the trip, such as roundtable discussions, seminars, or speakers. Do not claim subsistence on your Travel Reimbursement Request for the meals that are included in the conference registration fee.

If the form includes registration for a "night on the town", tour, or other such fun, sign up remembering that such events are considered entertainment, and thus, you pay for them yourself. If you are registering online, please make sure to print the registration page before actually completing registration to be used for payment of subsistence.

Travel Cash Advances

Travel Cash advances are only allowed for:

Field trips
Foreign travel

A travel cash advance may not be requested by anyone who already has an open cash advance.

REQUESTING A CASH ADVANCE

Fill out a Travel Authorization at least 3 weeks in advance of trip.
Fill out a Check Request in the traveler’s name referencing your TA number for the amount you are requesting to cover meals, lodging, and general travel.
Fill out Cash Advance Form and attach to the Check Request.
Get the appropriate signatures needed.
Forward to the Travel Department in the Office of the Controller.
Allow 5 days for processing.

CLOSING OUT A CASH ADVANCE

All Cash Advances must be closed out within thirty (30) days after returning from the trip. Save ALL receipts. When you return from your trip you will need to do the following:

Fill out a "dummy" Travel Reimbursement Request (TRR). The TRR is completed to break down travel expenses for coding purposes. Signatures will not be required on the TRR unless you are owed money (expenses were greater than the cash advance). If expenses were less than the cash advance, the remainder will need to be hand-delivered to the Travel Account Specialists in the Office of the Controller.
Complete an Intramural Voucher and get appropriate signature(s).

If you are eligible for a reimbursement above the cash advance, you will need to forward the original TRR with signatures and original receipts to the Office of the Controller separate from the IV. You will need to attach a photocopy of the TRR and photo copied receipts to the IV.
If you are not claiming a reimbursement or owe the University money, then all originals need to be attached to the original IV.

While traveling, you will incur expenses for items other than your airfare, conference registration, lodging, meals, and car rental. The University reimburses you for some of these miscellaneous expenses. Some miscellaneous expenses are not reimbursable. It's usually best to be aware of what is and is not reimbursable before you spend your money and run the risk of discovering that the University, by law, cannot repay you. Before you travel, check with your department, review the lists below, and contact the Travel Account Specialists if you have particular concerns about extra expenses. All Reimbursements must be submitted within 60 days of travel. (See Accountable Plan Guidelines).

REMINDER: SAVE ALL OF YOUR RECEIPTS

Reimbursable Expenses

The following lists some of the most common reimbursable expenses:

Getting Around

Busses
Baggage Fees
Limousine
Parking - Hotel parking is fully reimbursable. Indianapolis Airport parking is reimbursable up to the ISU rate offered for Economy Parking at a maximum of $9.00 a day. Airport parking for all other airports will be up to the equivalency of the long term parking rate associated with that airport.
Shuttles
Taxis (not including tips)
Tolls

Communications

Internet Fees at your Hotel
Faxes for business purposes

Foreign Travel

Passport and/or Visa fees
Immunizations
Foreign currency exchange fees

Non-Reimbursable Expenses

The following are some examples of items the traveler might have to incur themselves:

Entertainment Expenses

Meals for other people
Food in excess of the daily subsistence amount
Alcohol
Tobacco
Video, VCR, TV or radio rentals
Event tickets
Taxis or other transportation to and from entertainment events including dining
Tips

Personal Expenses

Any kind of insurance
Extra boarding fees for seat assignment or early boarding check in
Medical and hospital services
Commuting expenses between your home and work station
Additional transportation, hotel or other expenses for personal travel in conjunction with University travel
Personal phone calls
Laundry
Tips

Click on the headings below for information regarding the reimbursement of travel expenses.

Reimbursements

To submit a reimbursement for travel expenses incurred on official University business use a Travel Reimbursement Request Form. Employees cannot be reimbursed for the same travel expenses from an outside organization and the University.

Timing of Travel Reimbursements

Travel reimbursements need to be submitted no more than 30 days after the return date of travel. Any travel submitted after 60 days of your return will become taxable income and must be processed on a One Time Only (See Accountable Plan Guidelines).

Direct Deposit

Employees are required to sign up for direct deposit for travel reimbursements. Direct deposit facilitates a significant cost savings and provides a more efficient means of payment disbursement. Reducing the number of checks sent through U.S. mail and campus mail also reduces the likelihood of lost checks.

Sign up for direct deposit for travel reimbursements here. Please note: Direct deposit for travel reimbursement is separate from direct deposit for payroll. Contact the travel department if you have questions (ext: 3541).

See Cash Advances for instructions for closing out a travel cash advance.

Subsistence

Subsistence includes meals, tips, porters, and other miscellaneous incidental expenses. Subsistence is reimbursed based on location of lodging, therefore, a hotel bill must be submitted with the reimbursement. Subsistence for overnight travel on University business will be based on federal per diem rates for all 50 States and U.S. territories (CONUS). This includes travel within the State of Indiana. All foreign travel will be reimbursed using Federal Foreign Travel Reimbursement Rates (OCONUS). All travel required to follow state regulations (state grants) will be reimbursed at the approved state per diem rates. Subsistence is paid at the rate applicable to the location of lodging obtained for the night. If a city is not found on the CONUS list then the lowest CONUS rate is applicable. On the day travel status begins and on the day travel status ends, the rate will be 75% of one day’s subsistence. Persons are allowed to claim subsistence and lodging one day before and one day after the date of ISU business.

When reimbursement for subsistence is claimed, the traveler shall verify that no meals were furnished. The exceptions being:

Continental breakfast
Finger foods or hors d'oeuvres
Receptions

The subsistence allowance shall be reduced for each meal furnished gratis to the traveler or included in a registration fee as followed:

Breakfast 25% of applicable CONUS rate
Lunch 25% of applicable CONUS rate
Dinner 50% of applicable CONUS rate

Actual Food Expenses

The actual cost of meals may be claimed in lieu of subsistence ONLY if the expenses are LESS than or EQUAL to the total subsistence allowed. Receipts must be provided. The University does not reimburse for alcoholic beverages.

Meals on One Day Trips (no overnight stay)

Generally, reimbursement to faculty and staff are not allowed for subsistence or meals receipts for any one day (non-overnight) trips. On the occasion when a traveler needs to attend a business meal during a trip, actual meal expenses (as opposed to per diem) are reimbursed. All reimbursements for business travel meals must include the Hospitality form and actual food receipts are required. Reasonable meal expenses related to travel of one day or less may be claimed for the following cases:

When a meal at a convention, conference or meeting is part of the agenda and the cost of the meal has not previously been paid with the registration fee. The menu and the cost are arranged by the event organizers and beyond the control of the claimant. Receipt and proof that the meal is part of the agenda are required. If one individual is seeking reimbursement for a group of faculty/staff, all employee’s names should be included on a Hospitality Form.
When directed or required to attend mealtime business meetings, including community or public relations meetings. Receipt and Hospitality Form which states a clear business purpose are required.
Meal expenses for a student group on a one-day trip may be reimbursed at the actual cost (should be reasonable compared to current federal per-diem rate for that city). An itemized receipt is required and the request for payment must state that the expenses result from a trip by a student group. University faculty/staff or group leaders who accompany and are responsible for the care, custody, or control of the group are also eligible for meal-expense reimbursement. Students must be greater in number than faculty/staff. When a single reimbursement (receipt) is requested for multiple employees, all employee’s names should be identified on a Hospitality Form.

Travel Reimbursement Request Form

The Travel Reimbursement Request Form is completed when requesting reimbursement for University travel. Original receipts are needed for most expenses such as lodging, parking, ground transportation, tolls, and vehicle rentals. You cannot be reimbursed for lost receipts. Receipts should be taped to an 8 ½ by 11 inch piece of paper.

Line-by-line instructions for completing the Travel Reimbursement Request Form can be found by hovering over each field.

The ISU Travel Department partners with a number of providers to offer convenient direct billing options for travel expenses. Click on the headings below for more information regarding direct billing vendors.

Airfare Direct Billing

Altour Travel Agency

Phone: 800-428-6186 / (317) 844-8735
After hours: 866-203-5793
Fax: 317-573-0679
Altour Information and Training

Car Rental Direct Billing

Enterprise Car Rental

FREE unlimited daily and weekly mileage for business travel.
Phone: 812-235-1527
[NOTE: You must use your University Username and password to access this site.]
Must have a valid driver's license, your TA number and completion of the safety course with Sherry O'Neal in Risk Management.

Hotel Direct Billing

Hotels.com

The ISU Travel Department offers another option for your lodging cost- Hotels.com. This program makes booking hotel rooms quick and easy and is available to all ISU faculty, staff and students. Visit the Lodging section of our site for more information

In addition, ISU has direct billing arrangements with the hotels listed below in Terre Haute, Indianapolis and other locations.

In order to receive the rates listed below for area hotels, the individual hotel must be contacted directly. The reservation may not be made through Hotels.com. A travel authorization number is required at the time of booking in order to have the charge direct billed to ISU.

NOTE: Prices listed below do not include taxes. (Hotels are not tax exempt.) The rates listed below are subject to change without notice by the hotels.

Terre Haute Hotels

Candlewood Suites

$90.99 per night/plus tax
721 Wabash Ave
Terre Haute, IN 47807
Phone: (812) 234-3400 / Fax: (812) 234-3144

Drury Inn

$89 per night
3040 Hwy 41 S
Terre Haute, IN 47802
Phone: (812) 238-1206 / Fax: same

Fairfield Inn

$89.99 king or double per night
475 E Margaret Ave
Terre Haute, IN 47802
Phone: (812) 235-2444 / Fax: same

Hilton Garden Inn

$119 per night, includes breakfast buffet
750 Wabash Ave
Terre Haute, IN 47807
Phone: (812) 234-8900 / Fax: (812) 234-8903

Holiday Inn Express & Suites

ISU receives 15% off the daily rate. You must have a Travel Authorization number and notify the guest service attendant that you are with ISU in order to receive this discount.
2645 Joe Fox St
Terre Haute, IN 47803
Phone: (812) 234-3200 / Fax: (812) 234-6070

Springhill Suites by Marriott

$114 per night
3304 US Highway 41 South
Terre Haute, IN 47802
Phone: (812) 235-0696

Indianapolis & Other Hotels

Country Inn and Suites Indianapolis Airport South

$81 deluxe king or double queen
5630 Flight School Dr.
Indianapolis, IN 46221
Phone: (317) 821-1100 / Fax: (317) 821-1101

Crowne Plaza Indianapolis Airport

20% off best Flex Rate
2501 S High School Rd
Indianapolis, IN 46241
Phone: (317) 244-6861 / Fax: (317) 243-1059

Hampton Inn & Suites Indianapolis Airport

$124 per night plus tax (ask for education rate)
9020 Hatfield Drive
Indianapolis, IN 46241
Phone: (317) 856-1000

Hilton Garden Inn Indianapolis Airport

Call hotel for best available rate
9010 Hatfield Drive
Indianapolis, IN 46241
Phone: (317) 856-9100 / Fax: (317) 856-7002

Holiday Inn Indianapolis Airport

$119 per night plus tax
8555 Stansted Drive
Indianapolis, IN 46241
Phone: (317) 856-6200